"Accurate and thorough records are necessary to ensure that
each bird receives proper treatment. Records also generate data which can
be used to improve the medical and cleaning techniques for oiled wildlife."
(D135.5.w5)

In addition to individual patient records, data log sheets should be
kept giving totals of the number of species and individuals. (B363.5.w5)

Impact assessment requires an estimate of the total number of animals
affected, plus information on the species, age structure and possible
populations of origin. (D183.w6)

In order to properly evaluate both the response and any contingency
plan on which the response was based, it is important to maintain records
on all response activities including human resources used, other resources
used and the decision-making process throughout the response. Such records
are also required for any compensation claims for the expenses of
rehabilitation efforts. (D183.w6)

In some countries, specific records are required legally.

In the UK, records may be required to show that a casualty animal of a protected species was taken
from the wild, and is being held, for reasons permitted under legislation such as the Wildlife
and Countryside Act 1981.

In the USA, requirements for a rehabilitator's licence include an
annual report listing the species handled, the date and reason each
animal was obtained and the disposition of each casualty. (D135.4.w4)

Records should
be kept of each individual bird collected, starting from when the
individual is captured. (B363.5.w5,
D133.3.w3,
D159.III.w3,
D214.4.w4)

This may be a legal requirement.

In the UK, records may be required to show that a casualty animal of a protected species was taken
from the wild, and is being held, for reasons permitted under legislation
such as the Wildlife
and Countryside Act 1981. (D27)

In the USA, requirements for a rehabilitator's licence include an
annual report listing the species handled, the date and reason each
animal was obtained and the disposition of each casualty. (D135.4.w4)

Records, once started, should accompany the individual casualty, e.g.
taped to the transport box, or with records and box labelled with a
numbering system ensuring that the records can quickly be matched with the
box. (B363.5.w5)

Records are
important for care of the individual animal and also for evaluation of response
efforts and
research to improve standards of care. (B188,
133.5.w5,
D135.5.w5, D160.6.w6,
D214.4.w4)

Each individual should be tagged and its progress monitored. (D214.4.w4)

Complete and accurate records help to ensure that each casualty is
given the appropriate care. (D160.5.w5)

Accurate and sufficiently detailed records are essential if
meaningful information is to be gathered and may be a legal
requirement.

In the UK it is generally required that anyone in possession of
a wild animal be able to show reasons for such possession. (D27)

In the USA in some oil spill responses it may be necessary to
maintain an appropriate chain of custody/evidence for
each animal. (D133.4.w4,
B23.38.w2)

Minimum information to be recorded includes species and date and
location of stranding. (D139)

Critical information to collect and record for each individual
casualty at intake includes: (D133.4.w4)

Location of capture

Date and time of collection

Name of person who collected the casualty

Capture information, intake data, the species, age and sex, together
with the temporary leg band identification number should be recorded.
(J29.8.w1)

Information to be recorded from the initial physical examination
includes weight, body temperature, percentage dehydration, heart
and lung sounds and any detected abnormalities. (D159.III.w3,
J29.8.w1)

For legal purposes it may be necessary to record the type of oil,
oiled areas of the body, depth of oiling on the feathers and the estimated percentage oiling of the bird. (D159.III.w3,
J29.8.w1)

Additionally a small sample of oiled feathers may be pulled
(contour feathers from above the water line) and stored together
with a photograph showing the oiled area of the bird and its
identifying leg band. Samples are labelled with the bird's leg
band number, species and date of admission, together with the name
of the spill. (J29.8.w1)

A Log book (or similar) maintained for casualties, in the order of
admission to the rehabilitation centre should include: (D133.4.w4)

"the records serve a variety of purposes and as the source
material for much information drawn; and

since responders can not know the particular purpose that records
will serve in advance, record keeping should err on the side of too
much rather than too little detail." (D134)

For legal evidence in the USA:

In the USA in some oil spill responses it may be necessary to
maintain an appropriate chain of custody/evidence for
each animal. (D133.4.w4,
B23.38.w2)

Birds:

A sample of oiled feathers may be
obtained by cutting or pulling a few small contour feathers,
preferably from above the waterline. The sample should be placed
in aluminium foil (shiny side inward) and the edges of the foil bent over to seal the
contents. This can then be placed into a suitable container (ziploc
bag) together with a label providing the date the sample was
taken, the bird's species, the number of its identification band,
spill name and acquisition number of the individual. This is then
placed into a locked freezer for storage. (D133.4.w4,
B23.38.w2)

Swabs of oil from the legs may be taken and stored in aluminium
foil in a similar manner. (B23.38.w2)

A photograph should be taken of each bird, showing the whole bird
and highlighting the areas of oiling and if possible the leg band
number. If the leg band number is not readable then the relevant
information (spill name, admission date, bird species, acquisition
number, leg band number) should be written on the back of a Polaroid
photo at the time it is taken or displayed (e.g. on a board) and
photographed with the bird. (D133.4.w4)

Any bird that does not survive should be necropsied. Permission for
necropsy may need to requested from the trustees prior to the
necropsy being carried out. Proper chain of evidence is required as
necropsy findings may be a part of natural resources damage assessment
(NRDA) enquiries in the USA. (B23.38.w2)

Mammals:

Oil sample.

If visible oiling is present then oil should be scraped from
the fur using a wooden spatula, and placed into a glass jar. (D208.4.w4)

If oil is not visible, a piece of fibreglass cloth is
held in alcohol-cleaned forceps/haemostats, rubbed over an
affected area, then placed in a glass container. (D208.4.w4)

At no time should nitrile gloves touch the oil
sample/sampling cloth. (D208.4.w4)

Each sample should be labelled with the spill name, date,
species, intake log number, tag colour and number and the
location at which the animal was captured. (D208.4.w4)

A photograph should be taken showing the whole animal, with the
oiled area visible and if possible any tag number visible also.
This should be stored labelled with the spill name, date, species,
intake log number, tag colour and number and the location at which
the animal was captured. (D208.4.w4)

For each
individual casualty a record should be kept of all findings from
examination and observations, including initial assessment, assessment for
washing, ongoing assessments and observations and assessment for release.

Observations should be recorded on the appropriate forms, including
notes of activities such as self feeding and swimming. (D135.7.w7)

Records should also be kept of all treatments given including initial
and stabilisation care, treatments given in preparation for cleaning,
cleaning, feeding both before and after cleaning, any vaccinations given,
any other specific veterinary treatments.

Where large numbers of casualties are involved it may be necessary to
note treatments initially on a "pen by pen" basis, rather than
an individual casualty basis (e.g. noting on a clipboard attached to the
pen that the residents were each gavaged with a standard (recorded) amount
of fluids at a particular time), but these records should later be
transferred to the individual casualty records. Similarly, blood results
may initially be recorded on batch forms. Following transfer of
information to individual records, pen or batch records should be
retained as a backup for information retrieval. (D133.5.w5)

End-of-day reports show the work done during the current day and
work to be done during the following day. (D160.8.w8)

All birds should
be given a permanent identifying band before release; mammals also should
be permanently identified prior to release. Temporary identification bands
should be removed prior to release. (B363.12.w12,
B379.38.w38, D133.7.w7,
D159.III.w3,
D160.7.w7, J29.8.w1)

Release records should indicate the temporary (during care) and new
permanent identifying number of the casualty, together with the date,
time and site of release.

Records need to clearly indicate the continuing identity of each
released individual so that any post-release information can be
matched to an individual casualty record.

Records should be show the permanent identifier of the individual,
the date at which the animal was placed into permanent care and which
zoo or other location the individual was released to. (D133.App6a.w16,
D133.App6c.w18,
D135.9.w9,
D208.App.w9)

Essential
information can be collected from carcasses, both regarding the impact of
the spill and additional data of wider interest. It is important that
there is a system for systematic collection, storage and examination
(necropsy) of dead oiled animals, whether they were dead when collected,
euthanased, or died during rehabilitation. (D183.w6)

Large numbers of carcasses should be deep frozen prior to necropsy. (D183.w6)